Regina Quintana
Chula Vista,CA
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Excellent verbal and written communication skills, professional and tactful interpersonal skills with the ability to interact with a variety of personalities. Strong leadership and supervisory skills, excellent organizational skills and attention to detail. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Excellent time management skills with proven ability to meet deadlines. Extremely proficient with Microsoft Office Suite or related software.
Overview
15
15
years of professional experience
Work History
Executive Assistant
Escient Pharmaceuticals
San Diego, CA
08.2021 - Current
- Leads, oversees, and directs staff responsible for companies’ administrative services
- Support CEO and other C-suite executives in all administrative needs including calendaring, travel, meetings, and reconciliation of business expenses
- Coordinate agendas, prepare/modify presentations, and manage meeting minutes and action items for internal meetings as needed
- Sets up for meetings, teleconferences, and telephone calls, and act as liaison for remote access issues
- Manage extensive and complex travel arrangements, both domestic and international, including airline reservations, ground transportation and lodging, meeting scheduling, etc., for executives, Board of Directors, or other parties as requested while managing frequent change requests
- Manage logistics for company event planning as needed and associated calendaring
- Act as liaison with executive management team, Board members, employees, and all external parties with which executives are involved
- Directs and oversees administrative support services staff
- Conducts performance evaluations that are timely and constructive
- Collaborates with all management staff to identify and deliver required administrative support operations for organization
- Drafts and distributes statistical reports, analyses, and exhibits to company stakeholders and when required, to regulatory and government agencies
- Develops, evaluates, and maintains management information system (MIS)
- Maintains organizations administrative policies and procedures manual
- Ensures organizations compliance with applicable health, building, zoning, and safety licensing and certification requirements
- Serves as member of organization’s key administrative decision-making and planning body
- Collaborates with other management staff to draft and implement annual administrative budget.
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Trained junior office staff in correct procedures and reporting requirements.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Answered high volume of phone calls and email inquiries.
- Volunteered to help with special projects of varying degrees of complexity.
Director of Administrative Services
Casa de las Campanas
San Diego, CA
07.2020 - 07.2021
- Leads, oversees, and directs staff responsible for companies administrative services
- Directs and oversees administrative support services staff
- Conducts performance evaluations that are timely and constructive
- Collaborates with all management staff to identify and deliver required administrative support operations for organization
- Drafts and distributes statistical reports, analyses, and exhibits to company stakeholders and when required, to regulatory and government agencies
- Develops, evaluates, and maintains management information system (MIS)
- Maintains organizations administrative policies and procedures manual
- Ensures organizations compliance with applicable health, building, zoning, and safety licensing and certification requirements
- Serves as member of organization’s key administrative decision-making and planning body
- Collaborates with other management staff to draft and implement annual administrative budget
- Performs other related duties as assigned.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
- Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.
- Completed bi-weekly payroll for 25 employees.
- Improved customer satisfaction scores through application of superior conflict resolution and problem-solving skills.
- Oversaw appointment scheduling and itinerary coordination for both clients and personnel.
- Improved office operations by automating client correspondence, record tracking and data communications.
- Analyzed and solved multi-faceted problems that effected executive leaders and business initiatives.
- Arranged corporate and office conferences for company employees and guests.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Developed highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Initiated timely project management within budget constraints for multi-faceted problems concerning executive leaders.
- Integrated logistic systems into company processes to improve operations and manage work orders and price changes.
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
- Carried out day-day-day duties accurately and efficiently.
Development Executive Assistant
Workshops For Warriors
San Diego, CA
02.2019 - 06.2020
- Provided executive support to Chief Development, Director of Development, and Development team
- Proactively streamlined and facilitated work demands of busy Executives providing administrative support with broad scope of discretion and high level of confidentiality, accuracy, and timeliness
- Supported executives by managing daily and weekly calendars to ensure that time is maximized and allocated to highest priorities and impact areas
- Coordinating and executing mailings
- Assisting with preparation of proposals, reports, and briefings
- Providing research on donors and prospective donors
- Producing reports, queries, exports, lists, and mail merges as assigned from Salesforce
- Maintaining organized, up-to-date donor and gift record files
- Providing general administrative support to development team, especially Corporate, Individual and Foundation Giving
- Scheduling and coordinating meetings
- Assumes primary responsibility for preparing and submitting competing research proposals and non competing renewals of all current grants
- Planned and organized complex domestic and international travel with detailed itineraries, necessary visas, preparations, expense reports, etc.
- Assist and train each project team in Documentation control management; assist and control in full documentation management of projects during implementation phase
- Responsible for site and sub recipient monitoring including contract agreement executions and incoming payments
- Facilitate subsequent amendments and modifications of incoming agreements and outgoing subcontracts
- Continually searches for new funding opportunities and develops tools to monitor upcoming deadlines
- Ensure that grant submissions comply with all policies of granting institutions and subcontracting agencies
- Create and/or collect, review, and amend progress report documents
- This includes requesting and reviewing information from subcontract sites
- Management to ensure that subcontract awards are processed in timely manner
- Monitor project expenditures, including monthly assessments of fund activity thereby preventing overruns; make recommendations of actions as necessary; prepare and maintain financial reports on ongoing basis
- Perform financial analysis and forecasting, both short-term and long-term
- Understand and conform to administrative, budgetary, and financial compliance regulations of all sponsors as well as with Partners fiscal policy; stay current and up-to-date on all policy changes
- Prepares impact reporting accordingly and submits in timely manner
- Negotiate type and costs of services to be provided, in line with budget provided
- Contracting for all events
- Manage collection of collateral, screen shots, and photos for post season ROI recaps
- Strong working knowledge of computers including MS Office, email, and Intranet
- Keep inventory of all events materials are kept up to standards
- Develop post-event surveys and reports that include client feedback, cost summaries and improvement recommendations
- Manage the customer portfolio & develop more business opportunities
- Create, monitor, and manage event timelines and budgets
- Manage on-site meeting logistics, including managing registration check in and working with internal/ external customers and supplier partners
- Manages event attendee management, coordination of food & beverage, audio/visual, transportation, hotel(s) and on-site support for meetings and events
- Works closely with Marketing, AV Equipment
- Manages culinary teams on logistics, and event requests to execute events successfully
- Manages onsite set up, activation, and tear down for medium and large-scale events and programming
- Identified and pursued valuable business opportunities to generate new company revenue and improve bottom line profit.
- Developed and executed strategic initiatives to implement key changes and improvements in business development and grant revenues.
- Created vision and provided leadership for targeting larger prospects.
- Completed and submitted monthly and yearly reports to support executive decision making.
- Enhanced marketing exposure through successful website content management and direct correspondence with potential clients.
- Contributed to industry organization and trade shows to gather competitive and industry intelligence.
- Investigated and addressed business development challenges to proactively mitigate problems.
- Streamlined operations by delivering recommendations for knowledge-base processes and procedures.
Executive Assistant
Cubic Transportation Systems Inc
San Diego, CA
04.2017 - 01.2019
- Provided executive support to The VP of Engineering, VP, Global Engineering, SVP of Projects & Delivery, and engineering directors globally, am a member of the Engineering Leadership Team
- Proactively streamlined and facilitated work demands of busy Executives providing administrative support with broad scope of discretion and a high level of confidentiality, accuracy, and timeliness
- Supported executives by managing daily and weekly calendars to ensure that time is maximized and allocated to highest priorities and impact areas
- Planned and organized complex domestic and international travel with detailed itineraries, necessary visas, preparations, expense reports, etc.
- Assist and train each project team in Documentation control management; assist and control in full documentation management of projects during the implementation phase
- Define, develop, deploy and maintain workflows in SharePoint to manage documentation efficiently
- Create Purchase Requisitions within SAP system and follow through the process to completion
- Prepared high level PowerPoint presentations, Excel and Word reports and documents
- Coordinate executive/managers' meetings and retreats, including all logistics
- Researched information for report preparation, problem resolution, or inquiries
- Prepares a variety of drafts and finished documents and informational materials, which may include Board reports, technical content, legal content and terminology related to activities of the Department, materials for meetings, speeches, presentations, and agenda items, from notes, research, brief instructions, prior drafts or voice recording equipment;
- Reviews and/or edits documents for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage
- Composes and edits correspondence from brief oral or written instructions for management signature; if directed, may sign routine correspondence without management review
- Acts as a liaison for the universities & community colleges in engaging students with their preferred interest in various careers students are seeking to enter.
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Trained junior office staff in correct procedures and reporting requirements.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Answered high volume of phone calls and email inquiries.
- Handled incoming and outgoing mail, email and faxes.
Executive Assistant
Safran Microturbo
San Diego, CA
10.2014 - 04.2017
- Provided executive support to The Vice President & General Manager, Director of Engineering, Director of Programs, Director of Operations, Director of Aftermarket, Export Compliance Officer and the Human Resource Manager
- Proactively streamlined and facilitated work demands of busy Executives providing administrative support with broad scope of discretion and high level of confidentiality, accuracy, and timeliness
- Supported executives by managing daily and weekly calendars to ensure that time is maximized and allocated to highest priorities and impact areas
- Planned and organized complex domestic and international travel with detailed itineraries, necessary visas, preparations, expense reports, etc.
- Represented executives and the company in professional manner when communicating with associates, customers, board of directors, and other customer executives
- Worked cross functionally in preparation for company meetings, organizational communications, etc.
- Prepared and reviewed expense reports
- Proactively in anticipated executive needs and solving challenges before escalation
- Maintained in-depth knowledge of company operations, policies and procedures
- Effectively managed details of highly confidential and critical company projects
- Performed routine administrative and logistical duties, like answering calls and correspondence, filing, copying, faxing.
- Completed weekly and monthly reports on projects
- Scheduled and organized conferences
- Scheduled and managed offsite meetings and seminars
- Interacted daily with employees and management
- Prepared high level PowerPoint presentations
- Administrator for Concur (travel and expense reporting system)
- Created, received, and approved Purchase Order requests.
- Organized and coordinated conferences and monthly meetings.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Created expense reports, budgets and filing systems for management team.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Trained junior office staff in correct procedures and reporting requirements.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Worked with senior management to initiate new projects and assist in various processes.
- Answered high volume of phone calls and email inquiries.
- Handled incoming and outgoing mail, email and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Coordinated events and worked on ad hoc projects.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Executed basic banking and bookkeeping tasks.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Took notes and dictation at meetings.
- Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
- Managed and reviewed filing and office systems.
- Wrote reports, executive summaries and newsletters.
Executive Administrative Assistant
Pratt & Whitney AeroPower
San Diego, CA
09.2009 - 10.2014
- Provided administrative support to Chief Engineer, Director of Engineering, Systems Manager and other Programs/Engineering Managers
- Proactively streamlined and facilitated work demands of busy PM's providing administrative support with broad scope of discretion and high level of confidentiality, accuracy, and timeliness
- Scheduled, arranged and coordinated appointments, travel, and meetings (professional or personal) for supervisor and other staff members
- Ensured all are finalized, communicated and within budget
- Coordinated high-level day-to-day extensive global travel arrangements (transportation, lodging, air) for approximately 12 staff members
- Coordinated high-level passport renewals, visas and related travel documents
- Coordinated internal and external meetings (onsite and offsite meetings, meeting space, services, food, beverage, and audio/visual), including site contract processing, agenda prioritization, presentation deliverables, and guest speakers
- Responsible for monthly All Department meetings coordination as well as staff meetings
- Processed travel expense reports, check requests and other accounting forms in accordance with company policy and ensure timely disbursement or reimbursement
- Prepared management presentations in MS PowerPoint and Excel
- Create, generate, type, proof, collate, and disseminate correspondence, memorandums, and other documentation
- Researched information for report preparation, problem resolution, or inquiries
- Regularly implemented process improvements
- Provided general office support, including screening and directing phone calls, reading and routing mail
- IClass and 9201 administrative support
- Onboarded new incoming employees/contractors
- Gathered data, electronically, to develop control towers
- Supported ACE board updates
- Maintained Build of Material Database
- Maintained Master Action Item List
- Area EH&S Role Call Lead
- Worked with various departments to close out Standard Work activities by tracking and loading evidence of closure
- Purchased of build materials
- Prepared presentation material for customers of Program Management Reviews (PMRs)
- Supported Value Stream Mapping and Kaizan events
- Gathered data and prepared presentation materials for platform business reviews
- Prepared queries to obtain data from JDE and other business systems
- Reviewed and analyzed data and load into presentation format
- Set up new employees seating locations
- Moved employees within building
- Computer security workflows support
- Deliverables included presentations, excel files, word documents, and email transmittals
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Organized and updated schedules for executives.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Used software to coordinate meetings, appointments and tasks senior executives.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Scheduled appointments and handled calendars for senior leadership.
- Prepared presentations, materials and documentation for use executives in meetings and engagements.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
- Transcribed phone messages and relayed to appropriate personnel.
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Gathered documents, data and formulated analytics to prepare issues for discussion and reports for review.
- Offered assistance, collaboration and clerical support to auditors throughout entire review process.
- Implemented updated policies and practices for organization and monitored effect.
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Coordinated complex annual meeting involving multiple presenters, high number of global attendees, and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
- Investigated topics and produced concise summaries use.
- Organized and coordinated conferences and monthly meetings.
- Created expense reports, budgets and filing systems for management team.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies.
- Transcribed minutes of meetings and executed meetings and events for company to support sales, business development and senior management teams.
- Developed and maintained automated alert system for upcoming deadlines on incoming requests and events.
- Researched, proposed and implemented vendor agreements to decrease costs and improve services.
- Worked collaboratively with auditors throughout reviews, offering assistance and clerical support.
Executive Administrative Assistant
Sequenom, Inc
San Diego, CA
04.2007 - 08.2009
- Provided administrative support to Chief Medical Officer, Sr
- VP of R&D, VP Clinical Operations and VP of Regulatory Affairs
- Proactively streamline and facilitate work demands of busy VP's providing administrative support with broad scope of discretion and high level of confidentiality, accuracy, and timeliness
- Scheduled, arranged and coordinated appointments, travel, and meetings (professional or personal) for supervisor and other staff members
- Ensured all are finalized, communicated and within budget
- Coordinated internal and external meetings (onsite and offsite meetings, meeting space, services, food, beverage, and audio/visual), including site contract processing, agenda prioritization, presentation deliverables, and guest speakers
- Responsible for monthly All Department meetings coordination as well as staff meetings
- Processed travel expense reports, check requests and other accounting forms in accordance with company policy and ensure timely disbursement or reimbursement
- Prepared management presentations in MS PowerPoint and Excel
- Create, generate, type, proof, collate, and disseminate correspondence, memorandums, and other documentation
- Researched information for report preparation, problem resolution, or inquiries
- Regularly implemented process improvements
- Provided general office support, including screening and directing phone calls, reading and routing mail
- Developed and maintain complex filing systems
- Trained and provided backup coverage for other administrative staff
- Performed all responsibilities in accordance with company guidelines and Standard Operating Procedures and appropriate industry and regulatory standards, guidelines, rules, and regulations
- Managed staff of eleven in Reception, Inventory Control, Accounts Receivable, Cashier, Invoice Processing, and Route Reconciliation
- Audited Supplier Accounts, process monthly Import Tax, track Trade A/R progress and prepare monthly A/R Trade and Supplier status reports, perform daily and monthly system maintenance, assist with system upgrades and implementation of new programs, process customer EDI transactions.
Education
Administrative Assistant Certification - Administration
Edutech Colleges
San Diego 05.1996
Skills
- Advanced MS Office Suite Proficiency
- Smartsheets
- Google Docs
- Salesforce
- SAP
- Concur
- SharePoint
- QuickBooks
- Adobe Acrobat
- Tableau
- Executive Schedule Management
- Reports and Financial Statements
- Intuit QuickBooks
- Records Management Databases
- Persuasive Negotiations
- Special Event Projects
- Business Writing
- Travel Arrangement Management
- Executive Presentation Development
Timeline
Executive Assistant
Escient Pharmaceuticals
08.2021 - Current
Director of Administrative Services
Casa de las Campanas
07.2020 - 07.2021
Development Executive Assistant
Workshops For Warriors
02.2019 - 06.2020
Executive Assistant
Cubic Transportation Systems Inc
04.2017 - 01.2019
Executive Assistant
Safran Microturbo
10.2014 - 04.2017
Executive Administrative Assistant
Pratt & Whitney AeroPower
09.2009 - 10.2014
Executive Administrative Assistant
Sequenom, Inc
04.2007 - 08.2009
Administrative Assistant Certification - Administration
Edutech Colleges
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